TERMS AND CONDITIONS OF BOOKING
1. AGREEMENT FOR BOOKING
1.1 Subject to the payment of the monies by the Applicant to Quba Travel as specified in these terms & conditions, Quba Travel will book the Tour, facilities and Services for the applicant for the Purpose of Hajj or Umrah.
1.2 These conditions of Booking, the Booking Form, the Confirmation Receipt and any matters subsequently specified and agreed by Quba Travel in writing to the Applicant will form the entire agreement between the parties. You should not rely on any statements, promises or representations that are not expressly incorporated into the agreement
1.3 This agreement is not binding on Quba Travel until the Booking form has been approved, and the Deposit paid, and a Confirmation Receipt issued.
1.4 In signing the booking form you agree to be responsible for and guarantee payment in respect of all persons named on the booking. You also agree to be responsible for the behaviour of all persons travelling with your party for the duration of the Tour. It is your responsibility to ensure that all persons travelling with your party are aware of the information relevant to the tour and that they conduct themselves in an appropriate manner having regard to the sacred nature of the tour.
1.5 You must stipulate any dietary, mobility or any other specific requirements you might have or any other persons included in the booking form. Whilst we will use our reasonable endeavours to cater for any such requirements, we cannot be held liable for any failure by us to do so.
1.6 You must notify us of any medical condition that you or any person travelling in your party has. We may request further information on any such condition and you agree to provide such information (which shall be true and complete) promptly. We reserve the right to decline or cancel a booking if we believe that we are not able to provide the facilities to deal with the medical condition in question.
2.1 Setting of prices for facilities and services-
i. The prices for facilities and services are deemed to be those quoted in writing by Quba Travel
ii. It is possible that circumstances may arise that cause the price of the trip to increase or decrease. We may alter the price prior to or after the confirmation of booking has been sent to you.
3.1 Deposit – to confirm bookings a minimum non-refundable deposit of £1000 must be paid and will be applied by Quba Travel towards the overall costs of the tour, facilities and services.
3.2 The final balance is due no later than 42 days before the departure date. Failure to comply with the above conditions will result in the Hajj package being re-sold and the deposit retained.
3.3 If the Applicant does not pay the Charges or the Deposit as soon as it becomes due, the Applicant shall be deemed to have cancelled the Booking under Condition 4.4. Quba Travel will not be liable for any loss arising from such cancellation.
4. CANCELLATION BY APPLICANT
4.1 The Applicant may cancel the booking of the Tour, facilities and Services by giving Quba Travel notice in writing of the Applicant’s intention to cancel.
4.2 Refund of monies for the tour, facilities and services after cancellation through notice in writing by applicant-
i. If at least 56 days before the departure date the Applicant cancels the booking of the Tour, facilities and Services, Quba Travel will refund 10% of the total price of the package. The Applicant will remain liable to pay Quba Travel the remaining 90%.
4.3 Following a cancellation in writing by the Applicant Quba Travel will refund monies already paid to Quba Travel, after deducting amounts due at the time of cancellation as set out in condition 4.2. If monies already paid to Quba Travel are not sufficient to discharge the Applicants obligation as set out in condition 4.2, the applicant will be required to pay the difference.
4.4 Deemed cancellation by Applicant for failure to pay the Charges or the Deposit and failure to supply correct documentation by date it is due-
i. If the Applicant does not pay the Charges or Deposit as soon as it becomes due and does not supply the correct documentation, the Applicant will be in breach of these conditions and deemed to have cancelled the booking. For a deemed cancellation the Applicant will be required to pay all amounts due at point of cancellation minus the refund due as set out in condition 4.2.
ii. Quba Travel may if it wishes, choose not to accept a deemed cancellation, in which case the Applicant will continue to be liable for the entire amount until such time as a formal written notice of cancellation is received by Quba Travel.
5. CANCELLATIONS BY QUBA TRAVEL
5.1 Quba Travel will not be liable for any delays in performing obligations or for failure to perform obligations if the delay
or failure results from circumstances beyond our control including but not limited to acts of God, refusal of licence(s), act of government, act of terrorism, fire, flood, earthquake, war, riot, explosion, accident, criminal act, civil commotion, industrial dispute, delays in transportation, adverse weather conditions, timetables being amended or cancelled by airlines, impossibility of obtaining information or any other causes outside of our control. In such circumstances we reserve the right to cancel the agreement and refund monies paid less a sum in respect of our administrative work and any sums due to third party suppliers. You should be aware that this may equate to the total cost of the tour.
6. VISA APPLICATION / HAJJ DRAFT
6.1 We will organise your visa application and that of any person travelling in your party and named in the confirmation of booking. You will offer us assistance that we require in obtaining the visa in good time for the date of departure.
6.2 In particular you will provide us with the following items in respect of you and each party travelling with you upon our request by any deadline that we stipulate:
a. Passport. This must be valid for at least 7 months from the date of travel. Non-European Community (EC) passport holders must have permanent residency, work permit or ‘leave to remain with spouse’ and must have entered the UK two months prior to applying. Children who have been endorsed on their parent’s passport will only be granted a visa if a photo of the child has also been endorsed.
b. 4 colour passport sized photographs (must have white background)
c. A completed and signed visa application form
d. A valid meningitis (ACWY) immunisation certificate in accordance with Saudi Arabian policy for Hajj and Umrah pilgrimage visas.
6.3 We cannot guarantee that a visa application will be granted and cannot be liable for any refusal unless such refusal arises from our negligence. If the visa is refused, we cannot be held responsible for any consequential loss e.g., loss of deposit etc.
6.4 Quba Travel will provide transportation throughout the tour therefore all drafts remain the property of Quba Travel. Our representative will collect all the drafts from you prior to travelling to Saudi Arabia for the Tour. Any drafts not surrendered will mean the applicant will be liable to reimburse the full value to Quba Travel.
7. TRAVEL DOCUMENTATION
7.1 It is the applicant’s responsibility to ensure that all details on the confirmation of booking and any other documentation that we send you are correct. In particular, you must check your travel documents and those of any other persons travelling with you and ensure that the details match those on your passport and those of any other persons travelling in your party. Where there are any discrepancies in any of the documentation you must advise us immediately. Failure to do this may prevent you from participating in the tour.
7.2 Any changes or alteration to your arrangements following confirmation of booking each amendment will incur a fee of £35 per person. Any additional charges passed on to us by airlines or other suppliers will be added to this amount.
7.3 Travel documents will be issued at the Pre-Hajj seminar to which all participants are invited to attend
7.4 Should tickets become lost or stolen, it is necessary to complete an indemnity form to be passed to the airline. Some carriers are then prepared to issue re-placement tickets immediately but may impose a fee for this. Other airlines re-quire full payment to issue replacement tickets and will refund the amount paid for the original documents at a later date. You should be aware that this process can take up to 18 months.
7.5 It is the responsibility of the Applicants to provide all the necessary documentation for processing at least six (6) weeks prior to departure. If the Applicant does not supply the correct documentation as soon as it becomes due, the Applicant shall be deemed to have cancelled the Booking under Condition 4.4. Quba Travel will not be liable for any loss arising from such cancellation.
7.6 No travel documents will be issued until the full and final payment has been received.
8. TIME / ROUTES AND FLIGHTS
8.1 It is not possible for you to alter the routing of your air ticket after the confirmation of booking has been issued. The timing of flight and any internal transportation are estimates only. Quba travel reserves the right to change the departure dates without notice but will endeavour to inform all applicants of changes made prior to the date of departure. We cannot guarantee that the departure times and duration of journeys will be accurate. We will not be liable for delays / cancellation of flights to and from the United Kingdom due to adverse weather conditions, delays at check in, airlines procedures, actions by Air Traffic Controllers, strike or industrial actions, mechanical breakdowns or circumstances beyond our control.
8.2 It is your responsibility to ensure that you and your party are at any meeting points at the relevant time. This applies to check in details, outgoing and ingoing flights, and any
internal transportation and any excursions organised during the tour.
8.3 If any baggage is lost by the Airline you must submit a claim directly with the relevant airline.
9.1 The Itineraries for our package has been prepared in accordance with the published Saudi Arabian calendar. If due to actual sighting on the moon the dates for hajj are adjusted we will be forced to change the itinerary accordingly by one or two days. Emergency alternative accommodation and transportation will be made, however these may be of a lower standard than the package you have booked.
9.2 All our hotel rooms are shared accommodations and the information pertaining to room conditions and facilities has been supplied to us by our agents in Saudi Arabia and this has not been verified by us, we do endeavor to ensure that as at the time of going to press, the accommodation is of the highest quality which we can provide, given the limitations which we encounter. We reserve the right to make changes to the name of the hotel accommodation without notice.
9.3 The operation of certain amenities and facilities may be subject to local or religious laws. Maintenance and local energy conservation measures may mean that hotels and apartments may limit facilities such as air conditioning and water supplies and in some circumstances adverse weather conditions have been known to cause electrical failures. In such circumstances, Quba Travel will not be liable for any losses or damages arising from these restrictions. The operation and supervision of overseas properties, transport and other services are subject to local laws, regulations, standards and codes of practices. The legal and safety requirements in many foreign countries are of a lower standard than that of the U.K. You should note that the standards imposed will be that of the country you are visiting and not of the U.K.
10. INFORMATION / DATA PROTECTION
10.1 We have compiled the information in our brochures to be accurate at the time of going to press. However, as the brochures and its corresponding information are prepared in advance, there may be instances where an advertised facility, programmes and the itinerary may be altered or no longer available due to circumstances beyond our control. It is essential that your expectations of the Pilgrimages does not surpass what we have outlined in our brochures or exceed the limitations of the Quba Travel programmes. We accept no liability for any disappointment which may arise as a result of your unrealistic views and expectations.
10.2 The personal information that you provide to us in connection with the booking on the tour will be treated confidentially by us. We will use your information in order to discharge our obligation under the agreement. In doing so we may need to supply your personal details and the personal details of persons named in the confirmation of booking to third parties supplying a particular component of the tour and/or public authorities such as customs and immigration. Such information may include details of a sensitive personal nature. By submitting the booking form:
i) You consent for us to use your personal information and allow others to access it for the purpose of discharging our obligations under the Agreement.
ii) You acknowledge that each person named in the booking form has consented (or in the case of a person under the age of 18 years old, the parent or guardian of such person has consented) to us using their personal information and allowing others to access it for the purpose of discharging our obligations under the agreement.
11.1 When deciding to book the trip you should be aware of the following:
i) The tour can be physically demanding. Unfortunately we are not able to take responsibility for any pilgrims that have special requirements, unless agreed at the time of booking in accordance with condition 1.6 and 1.7. In order to complete the rites of hajj we require that all pilgrims are fit enough to walk for a distance of one mile. In case any pilgrim is not fit enough to do so, he/she should take a wheelchair with them as well as a companion who will take responsibility for them. We also strongly recommend that pilgrims seek medical clearance from their GP before booking.
ii) Please note that the journey of hajj cannot be equated to holiday travel. During this journey of hajj the unexpected is often the norm, despite careful planning and organisation the hajj journey can never be taken for granted like a normal holiday. Hotels, transport and public services are all pushed to their limits during the hajj season you should not expect the same level of service that you are used to in the UK. Due to the large number of pilgrims in a small area, the crowds can be overwhelming. Expect major traffic congestion and very long delays while moving from one location to another during the days of the rites of hajj. These journeys can be very frustrating and unpredictable.